Can You Outsource Homecare Homebase Billing and Intake Work?
Yes. Dedicated HIPAA-trained teams work inside your own Homecare Homebase system: referral and intake support, eligibility and authorizations, scheduling coordination, OASIS tracking, PDGM billing with NOAs, hospice NOE and cap tracking, and AR follow-up. Flat weekly pricing from $299 per FTE (volume based), with a trained backup included at no charge. Live in 14 days.
What Is Homecare Homebase?
Homecare Homebase, usually shortened to HCHB, is a cloud EHR built for home health, hospice, and personal care, and it dominates the enterprise end of the market: large multi-branch and multi-state agencies run on it. Field clinicians document on the PointCare mobile app, which prompts for OASIS requirements and visit documentation during the visit itself, while personal care field staff use CareManager. Around the core platform sits the HCHB Intelligence Suite, with tools like Smart Scheduling, HCHB Analytics, and Intake Central, plus EVVLink for EVV connectivity and Community Connect for referral exchange.
HCHB is workflow-driven by design: the system routes tasks to roles and expects each queue to be worked on time. That design rewards agencies with enough back-office staff to keep pace, and it punishes the ones without. Referral queues, authorization tracking, OASIS review, NOA windows, and AR follow-up do not pause because your coordinator resigned. Keeping those queues staffed is exactly what this service does.
Who Is This For?
Agencies that run on HCHB and are losing back-office hours to it: multi-branch home health organizations, hospice programs, and combined home health and hospice operators. It fits a regional agency that needs two trained HCHB specialists as well as a national group that needs a billing desk per region plus a centralized intake pod.
Where HCHB Agencies Lose Time and Money
The referral was won, then the paperwork stalled: eligibility unverified, orders unsigned, start of care unscheduled. The census number the agency planned on quietly fails to materialize.
See the fixAn episode can be delivered fully and still be unbillable if the face-to-face encounter documentation has a gap. It is pure paperwork, and it erases real revenue.
See the fixAt enterprise scale, a small NOA failure rate is a large dollar figure: each late notice costs one thirtieth of the period payment per day until it is accepted.
See the fixOne unbilled month stops every month behind it. Hospice AR grows not because claims deny but because they are never allowed to process in order.
See the fixThe Work Your Team Does in HCHB, We Staff
Referral and Intake Support
We work your referral queue in HCHB from receipt to start of care: acknowledging sources quickly, entering demographics and payer data, assembling intake documentation, and tracking every accepted referral until it is actually admitted and scheduled. Referral sources reward fast, reliable responders with the next referral, and accepted-but-never-admitted cases stop leaking census.
Eligibility and Authorization Tracking
We verify Medicare, Medicare Advantage, and Medicaid coverage before start of care, keep payer records in HCHB current, and track authorizations across their full life: visits approved, visits used, renewal dates, and payer-specific documentation demands. Managed care episodes get watched visit by visit, because an unauthorized visit at enterprise volume is a write-off multiplied.
Scheduling Coordination
We support your schedulers inside HCHB: matching ordered visits against clinician availability, chasing unconfirmed visits, rebalancing when a clinician calls out, and keeping the plan of care and the calendar telling the same story. Under PDGM, one missed visit can flip a period to a LUPA payment, so schedule integrity is billing integrity.
OASIS Coordination, as Administrative Support
PointCare prompts your clinicians through OASIS in the field; we handle the administrative machinery afterward. We track assessment due dates, monitor the review queue so completed assessments do not sit while claims wait, route documents to reviewers, and confirm transmission acceptance. The clinical content stays with your licensed staff, and that boundary is written into the SOW.
PDGM Billing and NOAs
This is the most outsourced HCHB workflow for a reason. Dedicated billers submit and track NOAs to acceptance, work PDGM claims through your billing queues, handle Medicare Advantage and managed care variations, post payments, and run denial follow-up with a documented reason trail. At multi-branch volume, the difference between a watched NOA window and an unwatched one is a line item your CFO can see.
Hospice NOE and Cap Tracking
For hospice programs on HCHB, we file Notices of Election inside the 5-day window and track acceptance, keep sequential billing moving so one stalled month does not RTP the months behind it, maintain election and revocation paperwork, and run cap tracking through the year so the cap is a managed number rather than a filing-time surprise.
Documentation and Orders Tracking
We chase unsigned physician orders and plan of care signatures, track face-to-face documentation so episodes do not void on a technicality, file incoming records to the right chart, and keep the paperwork that supports billing complete across branches. Administrative upkeep only, not clinical judgment, and not scribing.
AR Follow-Up and Reports
Someone on our team owns your aging, branch by branch. We work AR by payer and age bucket in HCHB, chase claim status, prepare appeals for your review, reconcile postings, and prepare the recurring reports your leadership actually reads, delivered on a calendar with a named owner, so revenue leaks get caught early instead of at year end.
Put a Dedicated HCHB Team on This Work
You have seen what we cover, from the referral queue to the aging report. The next step is simple: meet us, pick the seats you need, and watch a trained team work your own HCHB queues before you commit to anything.
Book Your 2-Week Free TrialHow Our Teams Train and Go Live on Homecare Homebase
New team members learn your HCHB configuration and workflow assignments before they touch production: your SOPs first, then supervised work in your real queues with review on each item until quality holds. Home health and hospice fundamentals, PDGM logic, NOA and NOE windows, and OASIS calendars are part of our standing curriculum, and our home health and hospice revenue cycle case study shows how the model runs in this vertical. Every specialist works under an individual HIPAA agreement with named, auditable HCHB credentials, never shared logins.
Why Outsource HCHB Work, and Why Staffingly
Most vendors sell HCHB billing alone. We staff intake, eligibility, scheduling support, OASIS coordination, billing, and AR together, so work stops falling between vendors and branches.
HCHB itself offers revenue cycle, authorization, and intake services, and many billing companies price as a percentage of collections. Our model is a flat weekly fee per dedicated specialist working inside your own system. Do the math both ways; we will help on the call.
Seats per branch or a centralized pod, production reported daily in your format, staff who follow your workflow assignments instead of inventing their own. We fit the discipline HCHB shops already run.
Most teams go live in about 14 days. 2-Week Free Trial. Replace any team member in 48 hours. 800+ providers served, 4.9 Google rating you can verify on our listing.
Agencies We Support on HCHB
Multi-branch and multi-state home health organizations (centralized intake, NOA desks, branch-level AR), hospice programs (NOE filing, sequential billing, cap tracking), combined home health and hospice operators (one team across both lines), and personal care divisions documenting through CareManager. Growing regional agencies moving onto HCHB can start with one or two seats and scale as census grows.
Process and Onboarding
20 to 30 minutes on Teams. We map your branches, queues, and deadline calendar before we meet.
Named HCHB user credentials per specialist, least-privilege roles, your approval on every account.
Your SOPs and workflow assignments plus our home health and hospice curriculum; supervised production from day one.
Daily production reports, weekly KPI review, month-to-month after your 2-Week Free Trial.
Security and Compliance
HIPAA-trained staff. Business Associate Agreements executed with every client. Workflows designed to support HIPAA compliance, with SOC 2 Type II attestation, ISO 27001:2022, $5M E&O and cyber liability coverage, and named individual credentials with full audit logs. Read the complete program, including our corporate structure and evaluation framework, at HIPAA and Security at Staffingly.
Flat Weekly Pricing Per Dedicated Specialist
1 to 4 dedicated HCHB FTEs.
5 to 9 FTEs.
10+ FTEs.
45 hours of coverage for less than others charge for 40.
$399 per week works out to $8.87 per hour across 2,340 hours of coverage a year, flat. Your dedicated specialist covers a 9 hour day, Monday to Friday, a full hour more than a standard shift: the day starts by clearing what arrived after you closed, overnight referrals, orders, and portal messages, and it ends past your close so far less rolls into tomorrow. A trained backup steps in at no charge whenever they are out. Flat weekly fee per dedicated specialist, never a percentage of your collections, no setup fees.
Start with a 2-Week Free Trial. Month-to-month after, with no long-term contract.
- Salary + payroll taxes + benefits
- Recruiting + turnover replacement
- Training on home health billing + HCHB
- Software seat + equipment + PTO coverage
Calculate Savings
Homecare Homebase Outsourcing: Frequently Asked Questions
What tasks can a virtual assistant do in Homecare Homebase?
Referral and intake processing, insurance verification, authorization tracking, scheduling support, OASIS due-date and review-queue coordination, NOA and NOE filing support, PDGM claims work, payment posting, AR follow-up, and recurring report preparation. Administrative work that happens inside HCHB screens, a trained remote assistant can own.
Can you outsource Homecare Homebase billing?
Yes. Dedicated billers work inside your HCHB: NOA submission and acceptance tracking, PDGM claims, Medicare Advantage and managed care variations, payment posting, denial follow-up, and AR, with daily production reporting. See Home Health PDGM Billing for the deep detail.
How is this different from HCHB’s own back-office services?
Homecare Homebase offers revenue cycle, authorization, and intake services of its own. Our model is a flat weekly fee per dedicated specialist who works inside your system on the mix of seats you choose, billing plus intake plus scheduling support if that is what you need. Which fits better depends on your volumes; we will run the comparison with you.
Do your staff work in PointCare?
No. PointCare is your field clinicians’ documentation tool, and clinical documentation stays with your licensed staff. Our specialists work the back-office side of HCHB: intake, authorizations, scheduling support, OASIS tracking, billing, and AR.
Can you support a multi-branch structure?
Yes. Teams can be organized as seats per branch or a centralized pod covering all branches, with production reported daily in your format either way. Volume pricing applies from 5 FTEs.
How do your staff access our HCHB system?
Through named individual user accounts you approve, with least-privilege roles and full audit logging. No shared logins, no offline exports of PHI.
How fast can a dedicated HCHB team start?
Most teams go live in about 14 days: access setup, workflow training on your SOPs, then supervised production. The engagement starts with a 2-Week Free Trial.
Do we keep control of our HCHB?
Yes. It stays your system, your data, your logins to grant or revoke. We work inside it and report daily; you can review our activity in your own system.
Home Health and Hospice Resources for HCHB Agencies
Working answers from the home health and hospice problems we staff every day.
Written By
Dan Nandan has spent 25+ years in IT consulting and healthcare BPO, was among the first in the US to build an RPO/BPO delivery network overseas, and has been featured in Computerworld. He runs the operations and the dedicated virtual teams behind the home health and hospice workflows on this page, from referral intake through AR follow-up.
Connect on LinkedInSee what a dedicated HCHB team changes in 14 days.
Book a strategy meeting. Dan Nandan, CEO, joins most calls personally. Real conversation, real numbers for your agency.
Claim Your 2-Week Free TrialHomecare Homebase, HCHB, and PointCare are trademarks of Homecare Homebase, LLC. Staffingly, Inc. is an independent outsourcing provider and is not affiliated with or endorsed by Homecare Homebase. Staffingly works inside client-owned Homecare Homebase systems under client-granted access.